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COUNTY BOARD

March, 2018

Commissioner Proceedings

March 13, 2018

The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, March 13, 2018 at Lake of the Woods County Government Center in the Commissioners’ Room.

Call to Order

Chairman Arnesen called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners: Ken Moorman, Cody Hasbargen, Ed Arnesen and Jon Waibel. Absent, Buck Nordlof.  Also present were: County Auditor/Treasurer, Lorene Hanson Deputy Auditor/Treasurer Janet Rudd and Woody Fiala.

Approval of Agenda

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to approve the agenda with the following additions: Resignation, and Rural Network Lease.  

Approval of Minutes

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Moorman and carried unanimously to approve the official and summarized minutes of February 27, 2018.

SOCIAL SERVICES

Social Services Director, Amy Ballard met with the board requesting approval for claims and ODC contract.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the following claims: Commissioners Warrants $12,920.22, Commissioners Warrants $2,620.82, Commissioners Warrants $17,318.47.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to approve the purchase of service contract with Occupational Development Center, Inc. contract effective January 1, 2018 thru December 31, 2019 in the amount of contract not to exceed $35,000.

HUMAN RESOURCES

Human Resource Director, Savanna Slick met with the board informing the board that Dean Wiese accepted the position as Facility Coordinator and his first day of work will be March 26, 2018.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to approve the hiring of Dean Wiese as Facility Coordinator at grade 9, step 7, points 230, at $20.03 per hour.

Resignation

Human Resource Director, Savanna Slick met with the board informing the board that Kurt Nuss has resigned effective July 31, 2018 and she requested permission to advertise, interview and hire for the Custodian II position.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to authorize Human Resource Director, Savanna Slick to advertise, interview and hire for the position of Custodian II.

COUNTY AUDITOR/TREASURER

Claims

County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims, and contracts.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the claims against the county as follows: Revenue-$60,360.32-Road & Bridge-$17,409.89-Co.Development-$40,900.00-Solid Waste-$26,661.18–EDA-$874.98-Ditch -$630.00

WARRANTS FOR PUBLICATION

Warrants Approved On 3/13/2018 for Payment 3/16/2018

Vendor Name                                                    Amount

Cenex Co-Op Services, Inc.                                              7,288.00

Crimestar Corporation                                                       5,250.00

Howard’s Oil Company                                                      5,272.93

Lakes Gas Co                                                                    2,549.47

LOW Highway Dept                                                           5,545.00

LOW International Ice Arena                                           40,000.00

Mar-Kit Landfill                                                                 12,315.00

Mn Counties Computer Co-Op                                           8,855.75

Northern Light Region                                                        4,878.61

R & Q Trucking, Inc                                                            2,060.00

Streamworks                                                                     2,050.00

TOTALFUNDS                                                                    4,000.00

Wayne’s Body Shop-Dba                                                11,882.12

Woody’s Service                                                               3,323.94

76 Payments less than 2000 31,565.55

Final Total: 146,836.37

Further moved to authorize the payment of the following Auditor warrants: February 28, 2018-$65,190.90, March 5, 2018- $156,446.11, March 7, 2018- $13,580.83.

Contracts

Pieper Farms

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the lease agreement between Lake of the Woods County and Pieper Farms for the use of Tower ASR 1024494 for a GPS antenna system effective April 1, 2018 for a term of five(5) years from said date, and then continuance their after on a year to year basis after the initial term until terminated by either party upon written notice to the other given at least sixty (60) days prior to the next ensuing lease anniversary date with the rent being $1.00 for the full term of the lease payable on April 1, 2018.

Lake of the Woods School District 390

Motion was made by Commissioner Hasbargen, seconded by Commissioner Waibel and carried unanimously to approve the lease agreement between Lake of the Woods County and Lake of the Woods School District 390 for the use of Tower ASR 1024495 for an Antenna system effective April 1, 2018 for a term of five(5) years from said date, and then continuance their after on a year to year basis after the initial term until terminated by either party upon written notice to the other given at least sixty (60) days prior to the next ensuing lease anniversary date with the rent being $1.00 for the full term of the lease payable on April 1, 2018.

Minnkota Power Cooperative

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the lease agreement between Lake of the Woods County and Minnkota Power Cooperative Inc. for the use of Tower asr-1024495- located in Spooner Township, Lake of the Woods County to mount an antenna. The term of the lease shall be for five (5) years from said date, and then continuance their after on a year to year basis after the initial term until terminated by either party upon written notice to the other given at least one-hundred eighty (180) days written notice by the terminating party to the other party. The rent shall be $3,000 per year, payable January 1, 2018 and each following year.

Rural Network

Motion was made by Commissioner Moorman,, seconded by Commissioner Hasbargen and carried unanimously to approve the lease agreement between Lake of the Woods County and Rural Tower Network, LLC, ASR 1024494 for a GPS antenna system for a term of five (5) years from said date, and then continue their after on a year to year basis after the initial term until terminated by either party upon written notice at least sixty (60) days prior to the next ensuing lease anniversary date. The rent shall be $1,200 per year and shall be due and payable in advance on the first day each year.

Sanford Lease

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the lease agreement between Lake of the Woods County  and Sanford Medical Center, Thief River Falls for the use of the Government Center North , portion to be leased consisting of  approximately 1,474 square feet. The term of the lease is January 1, 2018 thru December 31, 2018, with rent being $1,000 per month.

PUBLIC WORKS

Assistant Engineer, Boyd Johnson met with the board requesting approval to advertise for bids, to approve purchase for a Plow Truck, Mowers and Pickup.

Motion

Motion was made by Commissioner Moorman seconded by Commissioner Waibel and carried unanimously to approve the advertisement for bids for SAP 039-601-31 and SAP 039-622-006 as presented.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to approve the purchase of a Plow Truck as budgeted in the amount of $199,902.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the purchase two Mowers in the amount of $16,550.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Waibel and carried unanimously to approve the purchase of a Chevrolet Silverado in the amount of $25,974.68, which was budgeted for $25,000, an overage of $975.00.

EMERGENCY MANAGMENT

Emergency Management Director, Jill Olson met with the board to discuss Security grant and informed the board that the Security Gate was removed from the grant but would like to get additional cameras and upgrade to NVR, which would cost an additional $2,330.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Moorman and carried unanimously to approve the upgrade to NVR in the amount of $2,330 from the Emergency Management fund.

HEADWATERS REGIONAL DEVELOPMENT COMMSSION (HRDC)

HRDC Operations Director, Mary Thompson met with the board to discuss Baudette Housing Complex Project for a 24 unit rental property and reviewed the funding and funding sources. She requested that that the county loan funds to this project. The board informed her that the county cannot loan money, but requested that this be placed on the Economic Development Authority, for they have the authority to loan money to these types of projects. The board requested that Mary contact them when she finds out if the HRDC was awarded $500,000 from the MHFA housing funds for this project. Mary expected that they would hear if they were awarded these funds by March 22, 2018.

RECESS

The meeting was called to recess at 10:45 a.m.

DITCH AUTHORITY

Motion was made by Commissioner Hasbargen seconded by Commissioner Waibel and carried unanimously to open the Ditch Authority at 10:46 a.m.

Petition

Chairman Arnesen reviewed the Petition for repair of a drainage system from Lester Boomgaarden for repairs on Ditch 28. The board discussed the repair request with Assistant Engineer, Boyd Johnson. Boyd informed the board that they will look at this request when the snow melts and will give written notice to the board of action to be taken on this petition. The board discussed Judicial Ditch 16 and the need to have this on the assessment role and discussed Judicial 7 abandonment process.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to close the Ditch Authority meeting at 11:02 a.m. and reconvene the regular meeting.

911 ADDRESSING

MIS/GIS Director, Peder Hovland and GIS Specialist Eric Solo met with the board to discuss the GIS Standards for addressing. They informed the board and public that the State of Minnesota requires all counties to have the same standard addressing within the 911 next generation and the primary goal of this is to provide emergency service agencies with a complete set of accurate addresses so that emergency victims can be located with greater sufficiency. After reviewing the Lake of the Woods 911 addressing, there are approximately 88 addresses that have to be changed. He effected area is the so called “Main” streets. Main street addresses will stay the same that are located in the City limits,the Main Street addressing in the rural will have to be changed, but house number will stay the same. Wilderness Ave in Williams’s numbers will also need to be changed along with HWY 11. This is a State mandate for addressing and 911 is the authority over this change.

LAND AND WATER PLANNING

Land and Water Planning Director, Josh Stromlund met with the board to discuss the Bostic Watershed grant. Josh informed the board that Lake of the Woods County received a grant in the amount of $378,000 with a match of $94,500, which can be cash or in-kind. The consensus of the board was to move forward with the project

RECESS

With no further business before the board, Chairman Arnesen called the meeting to recess at 11:45 p.m.

Attest:                                                                                      March 27, 2018

__________________________________                _____________________________________

County Auditor/Treasurer, Lorene Hanson                    Chairman of the Board, Edward Arnesen

=========================================================================================================================================================================

Commissioner Proceedings

March 27, 2018

The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, March 27, 2018 at Lake of the Woods County Government Center in the Commissioners’ Room.

Call to Order

Chairman Arnesen called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners: Ken Moorman, Cody Hasbargen, Ed Arnesen and Jon Waibel. Absent, Buck Nordlof.  Also present were: County Auditor/Treasurer, Lorene Hanson Deputy Auditor/Treasurer Janet Rudd and Woody Fiala.

Approval of Agenda

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the agenda with the following additions: Volunteer Driver Program, Easement, Emergency Management.  

Approval of Minutes

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the official minutes of March 12, 2018 minutes.

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to approve the official and summarized minutes of March 13, 2018.

SOCIAL SERVICES

Social Services Director, Amy Ballard met with the board requesting approval for claims and Sanford Behavioral health Contract.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the following claims: Commissioners Warrants $14,875.63, Commissioners Warrants $1,233.95, Commissioners Warrants $2,065.54.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the contract between Lake of the Woods County Social Services and Sanford Behavioral Health- TRF for the provision of Community Based Services (CBS), Adult Rehabilitative Mental Health (ARMHS) and Clinic Based Behavioral Health Services for 2018 and authorize Chairman Arnesen and Social Service Director, Amy Ballard to sign.

Volunteer Driver Program

Chairman Arnesen and the board reviewed the draft letter that Social Service Director, Amy Ballard prepared in regards to the volunteer driver program that is run by the Social Service department. This program allows residents that are on medical assistance is to have access to a driver to take them to medical appointments out of town. The ruling from DHS now is that they should submit 1099’s to the volunteer drivers program. With this change, the department has lost volunteer drivers, which they were short on before this ruling came about. Chairman Arnesen requested that this letter be sent to our Federal and State Representatives.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to authorize Chairman Arnesen to sign the Volunteer Drivers letter.

HEADWATERS REGIONAL DEVELOPMENT COMMISSION(HRDC)

HRDC Operations Director, Mary Thompson met with the board to update the board on the Baudette Housing Complex Project for a 24-unit rental property. Mary informed the board that the Northgate Apartment Complex did receive the Minnesota Housing Finance Agency deferred loan for $500,000 as long as it runs as an apartment complex. Mary requested that the County contribute $125,000 towards this project and will speak with the Lake of the Woods EDA requesting a loan for $150,000 for a term of twenty (20) years. The consensus of the Board was that they are in support of the project.

LAKE OF THE WOODS TOURISM

Lake of the Woods Tourism Director, Joe Henry met with the board and updated the board on the Tourism Bureau activities.

SHERIFF/EMERGENCY MANAGEMENT

County Sheriff, Gary Fish met with the board requesting approval for the 2018 State Boat and Water Safety Grant.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the 2018 State Boat & Water Grant effective January 1, 2018 thru June 30, 2019, in the amount of $8,039 and authorize Chairman Arnesen, County Sheriff, Gary Fish and County Auditor/Treasurer, Lorene Hanson to sign.

EMERGENCY MANAGEMENT

Emergency Management Director, Jill Olson met with the board requesting approval for the Emergency Operation Plan, MNWALK and Annex C. Commissioners Hasbargen and Arnesen previously reviewed the plan and recommended to approve. Chairman Arnesen informed the board that there is even a Demo Plan for disasters, but yet other State Agencies will tell you that you cannot have a demo pile and feels  that this needs to be addressed with the State.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Moorman and carried unanimously to approve the Emergency Operation Plan as recommended by the committee and authorize Chairman Arnesen and Emergency Management Director, Jill Olson to sign.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Waibel and carried unanimously to approve the MNWalk and authorize Chairman Arnesen to sign.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the Annex C-Emergency Public Information and authorize Chairman Arnesen to sign.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to establish an Emergency Management Committee and appoint Commissioner Arnesen and Commissioner Hasbargen to the Emergency Management Committee.

DITCH AUTHORITY

Motion was made by Commissioner Moorman seconded by Commissioner Waibel and carried unanimously to close the regular meeting at 10:57 a.m. and open the Ditch Authority at 10:48 a.m.

Judicial Ditch 16

Chairman Arnesen discussed Judicial Ditch 16 re-assessments and the board requested that this be placed as a high priority. County Auditor/Treasurer, Lorene Hanson informed the board that the office has been working on the assessments and requested that the Ditch Authority set the amount of assessments they need. The plan is to have this ready for the 2019 assessment year.

Judicial Ditch 7

Chairman Arnesen discussed the inquiring of the abandonment process of the drainage system by Marshall Nelson. Marshall informed the board that there are two things going on; One (1) the Buffer Law requirements along ditches and Two(2)  that he also found out that if the ditch is abandoned, no one in the future would have the right to petition to do repairs on the ditch. He will put the Buffer in and withdraw his request of abandonment of Judicial Ditch 7. The board discussed the work that needs to be done on Judicial Ditch 7 and when Public Works has a plan to bring back to the Ditch Authority.

Ditch 13

The board discussed Ditch 13 and the drainage issues. Chairman Arnesen requested the research be done on Ditch 13 and come back to the Ditch Authority for recommendations, options and discussion.

PUBLIC WORKS

Public Works Director, Tim Erickson met with the board requesting approval to purchase an Air Compressor and approval to advertise, interview and hire seasonal employees.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to authorize Public Work Director, Tim Erickson to purchase a compressor in the amount of $2,899.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to authorize Public Works Director to advertise, interview and hire four (4) seasonal employees.

AMEND AGENDA

Motion was made by Commissioner Waibel seconded by Commissioner Arnesen and carried unanimously to amend the agenda and add Light Fixtures for Landfill Shop.

Light Fixtures

Public Works Director, Tim Erickson informed the board that there is a need to replace the Light Fixtures at the Landfill Shop. Tim received a quote from LaValla Electric for twelve (12) LED lights in the amount of approximately $4,000 which was not budgeted.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to authorize Public Works Director, Tim Erickson to replace the lighting with twelve (12) new LED light fixtures in the amount up to $4,800 from the Solid Waste Maintenance funds.

COUNTY AUDITOR/TREASURER

Claims

County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims, Election Equipment, Easement and Off Sale Liquor License. Lorene also informed the board that an application LG220- for exempt permit was issued to Lake of the Woods Rod & Gun Club for a raffle on April 30, 2018.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the claims against the county as follows: Revenue-$54,352.39-Road & Bridge-$12,111.53-County Devlp. -$200.00-Solid Waste-$1,365.00–EDA-$1,645.99

WARRANTS FOR PUBLICATION

Warrants Approved On 3/27/2018 For Payment 3/30/2018

Vendor Name                                               Amount

Computer Professionals Unlimited Inc                               3,480.00

Independent Emergency Services                                    8,214.52

Lavalla Sand & Gravel Inc                                                9,500.00

TRANE                                                                             26,800.00

University Of Mn                                                                9,024.00

36 Payments less than 2000  12,656.39

Final Total: 69,674.91

Further moved to authorize the payment of the following Auditor warrants: March 14, 2018-$131,355.25, March 15, 2018- $941.65, March 22, 2018- $46,692.14.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the purchase of the new Election Equipment in the amount of $49,706, with grant funds of $24,850 and the remainder from the election reserves account, and to have County Auditor/Treasurer, Lorene Hanson sign said agreement.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the off sale exclusive license for K&A Northern Properties LLC, DBA  Log Cabin Liquor, effective May 1, 2018 thru June 30, 2018 contingent approval of County Sheriff, Gary Fish and County Attorney James Austad.

CORRECTIVE EASEMENT

County Auditor/Treasurer Lorene Hanson presented a Corrective Easement from Border State Bank for Zachary and Kristi Hasbargen. On September 26, 2017, Border State Bank delivered the easement that was presented to the county board for approval. The County Recorder’s Office found an error in a described Instrument No. which now is corrected. 

Resolution

The following resolution was offered by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously, with Commissioner Hasbargen abstaining, to approve the following resolution and authorize Chairman Arnesen and County Auditor/Treasurer, Lorene Hanson to sign:

CORRECTIVE EASEMENT

Resolution No. 18-03-01

This Agreement, made this 27 day of March, 2018, by and between Lake of the Woods County, a municipal corporation under the laws of the State of Minnesota, Grantor, and Zachary C. Hasbargen and Kristi L. Hasbargen, as joint tenants, grantees.

WHEREAS, Grantor and Grantee have agreed upon the easement and maintenance agreement hereinafter described;

NOW, THEREFORE, Grantor, in consideration of One Dollar ($1.00) and other good consideration and valuable consideration to him in hand paid by said Grantee, receipt of which is hereby acknowledged, hereby grants to said Grantee, their heirs and assigns forever, the easement for use and enjoyment for driveway purposes in, over and upon that part of said land of said Grantor described as follows:

A tract of land in the County of Lake of the Woods, State of Minnesota, legally described as follows:

A 66.00 foot wide easement for ingress and egress over, under and across part of the Southeast Quarter of Section 15, Township 160 North, Range 31 West of the 5th Principal Meridian described as follows: Commencing at the south Quarter Corner of said Section 15; thence North 89 degrees 47 minutes 39 seconds East, assumed bearing, along the south line of said Southeast Quarter a distance of 1136.63 feet to the southeasterly line of a 66 foot wide strip of land described in Instrument No. 84698, said instrument is located on page 649-650, Book J of Deeds, on file and of record in the Lake of the Woods County Recorder’s Office; thence North 47 degrees 03 minutes 19 seconds East 1254.41 feet along said southeasterly line to the point of beginning; thence North 44 degrees 16 minutes 32 seconds West 31.40 feet, more or less, to the centerline of County State Aid Highway No. 1 as described in Document No. 81595 on file and of record in said Recorder’s Office and there terminating. The sidelines of said easement are to be prolonged or shortened to terminate on the southeasterly line of said 66 foot wide strip of land described in Instrument No. 84698 and said centerline of County State Aid Highway No. 1.

AND

A 66.00 foot wide easement for ingress and egress over, under and across part of the Southeast Quarter of Section 15, Township 160 North, Range 31 West of the 5th Principal Meridian described as follows: Commencing at the south Quarter Corner of said Section 15; thence North 89 degrees 47 minutes 39 seconds East, assumed bearing, along the south line of said Southeast Quarter a distance of 1136.63 feet to the southeasterly line of 66 foot wide strip of land described in Instrument No. 84698, said instrument is located on page 649-650, Book J of Deeds, on file and of record in the Lake of the Woods County Recorder’s Office; thence North 47 degrees 03 minutes 19 seconds East 875.28 feel along said southeasterly line to the point of beginning; thence North 43 degrees 16 minutes 54 seconds West 29.60 feet, more or less, to the centerline of County State Aid Highway No. 1 as described in Document No. 81595 on file and of record in said Recorder’s Office and there terminating. The sidelines of said easement are to be prolonged or shortened to terminate on the southeasterly line of said 66 foot wide strip of land described in Instrument No. 84698 and said centerline of County State Aid Highway No. 1.

which use and enjoyment Grantee shall share with Grantor,

            TO HAVE AND TO HOLD SAID EASEMENT unto said Grantee, their, heirs and assigns, as appurtenant to their said land.

            This agreement shall run with the land and shall be binding upon the heirs, executors, and administrators and assigns of the parties hereto.

            The grantees, their successors and assigns shall be responsible for maintenance of the above-described easement property including, but not limited to, snow removal. 

This easement is given to correct the legal description set forth in that certain Easement dated September 26, 2017, and recorded November 1, 2017 as document no. A000098546.

RECESS

With no further business before the board, Chairman Arnesen called the meeting to recess at 12:09 p.m.

Attest:                                                                          April 10, 2018

__________________________________                _____________________________________

County Auditor/Treasurer, Lorene Hanson                    Chairman of the Board, Edward Arnesen